Administrative Assistant 3

Arizona Department of Administration • Phoenix, AZ

1d • $40,980 - $50,980 • Onsite

About The Position

Under general supervision, the Administrative Assistant 3 performs moderately difficult administrative functions and supports the Phoenix Herbicide and Landscape Maintenance/Contracts supervisors. The role coordinates activities and administrative matters among organizational units and programs, with a moderate impact on agency operations. Responsibilities span purchasing, accounting, payroll, human resources, budgets, safety, maintenance budgets and planning, maintenance materials, and other staff functions. The position requires maintaining the highest level of confidentiality.

The role provides administrative support through research, manpower and operational planning, reports, special projects, interpreting agency rules and regulations, investigating customer concerns, resolving or referring problems, improving routine procedures, coordinating program activities, attending meetings and seminars, handling phones and mail, processing timesheets, and distributing payroll. It also processes approved purchases and invoices, researches accounts payable, assists with budget forecasting, and supports recruitment, staffing, and HR paperwork. The position is based at the Landscape Maintenance/Contracts office, 1600 W Grand Ave, Phoenix, Arizona.

Requirements

• High school education or GED.
• Three to four years of administrative experience with various responsibilities.
• Knowledge of administrative and management principles and practices, agency rules and procedures, procurement and business systems, office software, and total quality management principles and tools.
• Skill in oral and written communication, research and problem-solving, confidentiality, interpersonal relationships, and using an adding machine and calculating figures.
• Ability to perform multiple tasks, communicate effectively, comprehend directions, plan and coordinate work, analyze and prioritize, develop operating procedures, and work under stressful conditions.
• A current, valid, class-appropriate driver's license is required for operating a motor vehicle on State business; employees must complete required training, pass driver record checks, and maintain an acceptable driving record.
• Employees using a personally owned vehicle on State business must maintain the statutorily required liability insurance.
• Newly hired State employees must successfully complete E-Verify.

Responsibilities

• Provide administrative support to supervisors, including research, manpower and operational planning, reports, and special projects.
• Interpret agency rules and regulations, investigate customer concerns, resolve or refer problems, and improve routine procedures.
• Coordinate and oversee program activities and administrative matters between organizational units; attend meetings and seminars.
• Answer phones, process mail, enter timesheets, and distribute payroll.
• Purchase approved goods and services using the electronic procurement system; review codes for compliance with procurement laws and prepare or modify purchase documents.
• Receive invoices, determine distribution amounts, code billings to the appropriate funding source within delegated authority, and submit paperwork to Accounting.
• Research outstanding accounts payable and assist with budget forecasting.
• Assist with recruitment and staffing coordination, coordinate HR matters with organizational units, and prepare and review new-hire and benefits paperwork.
• Research and verify compliance with applicable laws, rules, policies, and procedures.
• Maintain the highest level of confidentiality.

Benefits

• Sick leave
• Vacation and 10 paid holidays per year
• Paid parental leave of up to 12 weeks per year for a newborn or newly placed foster or adopted child (pilot program)
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional short-term disability insurance, deferred compensation plans, and supplemental life insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED